VFMP Hospital Sites Senior Program Assistant

University of British Columbia; New Westminster; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A leading educational institution in British Columbia seeks a Senior Program Assistant to provide administrative support for the MD Undergraduate Program. The role includes scheduling teaching sessions, liaising with faculty and students, and supporting curriculum delivery. The ideal candidate has strong organizational and communication skills, along with experience in an academic environment. This position offers a hybrid work arrangement.

Qualifications

• Minimum four years of related experience or an equivalent combination of education and experience.
• Experience with Office and administrative tasks is preferred.
• Ability to communicate effectively verbally and in writing.

Responsibilities

• Provide senior administrative support for the MD Undergraduate Program.
• Coordinate scheduling and activities for clinical teaching sessions.
• Act as a primary on-site contact for teaching faculty and students.

Skills

Organizational skills

Attention to detail

Interpersonal skills

Communication skills

Education

High School graduation plus two year post-secondary diploma

Tools

One45

MS Office suite

Adobe Pro

Job description

Staff - Union

Job Category CUPE 2950 Job Profile CUPE 2950 Salaried - Sr Program Asst-Med Ed (Gr8)

Job Title VFMP Hospital Sites Senior Program Assistant

Department Year 1-4 Community Engagement | Medical Undergraduate | Faculty of Medicine

Compensation Range $4,739.00 - $5,102.00 CAD Monthly

Posting End Date November 30, 2025

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

January 8, 2027

Please note that this is a 1 year term position with the possibility for extension.

Job Summary

Our Vision: Transforming Health for Everyone.

Ranked among the world’s top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province. This position operates as part of the Vancouver Fraser Medical Program (VFMP) and is based in the Fraser region. The incumbent is responsible for providing senior administrative program support for the delivery of UBC MD Undergraduate Program (MDUP) activities located in hospital sites across the region.

The incumbent liaises closely with the Vancouver‑Fraser team, on‑site clinical faculty and staff and collaborates with Years 1 to 4 Curriculum Delivery teams regarding administrative and program development matters. These include fulfilment of day‑to‑day on‑site administrative support for establishment and development of UBC medical education sites in the Vancouver and Fraser regions.

The role requires staff to work with ambiguity and change and prioritizes UBC’s reputation and relationship‑building with key internal units and external partners. This position has the option of a hybrid work arrangement when operationally feasible. The primary work location is Royal Columbian Hospital (RCH) and may also have some work performed at other hospital sites including Burnaby Hospital and Surrey Memorial Hospital (SMH), along with Vancouver‑based sites including Leslie Gordon Diamond Healthcare Centre.

Organizational Status

As part of the VFMP, this position reports to the Senior Manager, VFMP. They will work closely and collaboratively with our Fraser team, Clinical Skills and Patient Programs team and UBC VFMP staff and faculty, respective UBC Departments and Directors, and other distributed staff in the region. The incumbent liaises regularly with staff and faculty in affiliate hospitals across the Vancouver‑Fraser region to ensure consistent delivery of MD education across clinical sites and years.

Work Performed

Curriculum Delivery and Teaching Support Responsibilities

• Organizes and assists with scheduling academic teaching sessions (in‑person, virtual and hybrid) including room bookings as per the Faculty of Medicine schedule

• Coordinates activities for on‑site Clinical Skills and SIM teaching sessions including recruiting tutors, communicating with patient recruiters, booking appropriate rooms, taking attendance, and performing set‑up‑downs for each session

• Acts as a primary on‑site contact and resource for the teaching faculty and patients (Standardized Patients, Volunteer Patients and Clinical Teaching Associates), to meet and welcome them and answer queries relating to their participation in the teaching session.

• Ensure that all appropriate medical supplies and equipment necessary for clinical experiences are stocked and available in the SIM rooms for scheduled educational sessions

• Corresponds with students, tutors, and patients to confirm session details and distribute learning materials for Clinical Experiences teaching sessions.

• Supports classroom‑based sessions (such as academic half‑days, TIPP, Family Medicine seminars, portfolio) including assisting faculty, patients and external partners in a prompt and helpful manner and prepared to respond with little or no notice

• Provides support and troubleshooting for issues related to audio‑visual and other equipment; respond to and resolve issues as they arise

• Coordinates on‑site faculty development sessions at Vancouver or Fraser hospital sites in collaboration with the Vancouver‑Fraser faculty development team

• Participates in curriculum planning and debrief meetings to present site‑specific feedback and evaluation.

Scheduling Responsibilities

• Prepares and coordinates scheduling, including recruitment and administrative support for Year 3 and 4 UBC students and Out‑of‑Province (both International and Canadian) rotational and elective students in the MD undergraduate on‑site; works in collaboration with UBC departments to coordinate schedules and other tasks as appropriate; Coordinates the site schedule of all undergrad students on site and tracks via One45, as required.

• Fulfills responsibilities as an elective owner with One45 as per the elective guidelines for UBC and visiting students

• Liaises with the UBC Visiting Student Elective Program (VSEP) regarding any changes to visiting student elective placements, elective offerings, or issues arising while on placement.

• Liaises with clinical departments and preceptors for accepting additional trainees and verifies rotation capacity.

• Tracks capacity placement for year 4 electives at the incumbent’s main site for undergraduate MD students

Recruitment and Teaching Tracking Responsibilities

• Identifies suitable tutors for the on‑site scheduled teaching sessions in collaboration with the Clinical Experiences program staff and the UBC Departments program staff, and schedules tutors until all teaching slots are filled.

• Acts as the primary contact for tutors and patients at hospital sites. Coordinates with substitute tutors and patients in case of cancellation for continued session delivery.

• Liaises with UBC department preceptors to establish capacity and secure placements through collaboration and frequent communication.

• Updates and distributes student schedules and tutor contact information, as appropriate for the Clinical Experiences sessions.

• Facilitates and monitors clinical faculty appointments to ensure potential tutors are eligible and approved to teach, including coordinating and documentation individual preceptors and UBC FoM Department administrators

• Collects and tracks clinical and didactic teaching hours and enters them into Teaching & Tracking Payment system (TTPS) as required. Coordinates alternate payments (honorary, adjunct, or for call shifts) as necessary.

• Utilize Workday to capture personal attendance and request reimbursements or alternate payments for faculty and patients.

On‑Site Hospital Staff Support

• Provides in‑person and ongoing student support for local student orientations and, including first‑day reporting instructions, email inquiries and ongoing issues as they arise, handouts, ID badges, parking arrangements and other logistics.

• Acts as a resource for students with issues involving hospital‑specific access and other on‑site related items.

• Acts as the first point‑of‑contact for the program at the site and ensures responsive and timely service.

Evaluation and Assessment Responsibilities

• Participates in invigilation for curricular examinations either on‑site, or at other Vancouver or Fraser Region sites

• Distributes, tracks, collects and assessment and evaluations for undergraduate learners and preceptors through the evaluation workflow in One45, Qualtrics or alternate evaluation systems; Follows up on outstanding evaluations.

• Coordinates the distribution of visiting student assessments as required by the home school.

• Compiles ad hoc reports as required.

General Responsibilities

• Support development/organization/implementation/administration of pilots and new electives in FHA

• Responds to and redirects inquiries regarding non‑UBC affiliated educational experiences (such as observerships and independent elective requests), referring to the appropriate process and policies and identifying issues as they arise

• Supports facility requests and needs at Fraser hospital sites in coordination with the Team Lead, Fraser, FoM Facilities team and relevant Fraser Health representatives.

• Participates as a member of the Health & Safety representative role for RCH or SMH as required, including completion of required training and regular meeting attendance.

• Attends UBC medical education program and site Medical Education Committee meetings as required and follows up on action items as appropriate

• Supports the accreditation processes by identifying areas of risk and providing recommendations to their manager; contributes to accreditation documentation; coordinates logistical aspects of accreditation visits

• Maintains an up‑to‑date, detailed site‑specific job manual for this position.

• Performs other duties related to the position and site as required across Fraser hospital sites, must be prepared to travel within the Greater Vancouver region and work some evenings or weekends during the academic year.

Consequence of Error/Judgement

This position is expected to exercise professional judgement and extreme discretion when dealing with issues surrounding medical education. Errors in judgement or ineffective communication will compromise the effectiveness and efficiency of the programs.

Impact of error is considerable as the incumbent is dealing with time‑sensitive and often confidential information. Errors in judgement could have immediate repercussions for the clinical faculty, trainees, staff on‑site and on medical education program delivery.

Errors in judgement or ineffective communication could have a negative impact on the Faculty of Medicine and the University resulting in legal action, negative public relations, financial costs, and loss of credibility.

Ineffective communication, may lead to damaged relationships within the community, or with the rotation and program, or loss of preceptors for the program and could have immediate repercussions for the learners and hospital staff, and on medical education program delivery.

Supervision Received

Duties are performed independently as required, under minimal supervision from the Senior Manager, VFMPPr. The incumbent will also take direction from the Team lead, Fraser and the Manager, Patient Programs.

Supervision Given

Is not required to supervise; may explain work procedures to new or inexperienced staff.

Minimum Qualifications

High School graduation, plus two year post‑secondary diploma, plus four years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Office and administrative experience preferred.
• Relevant UBC experience preferred.
• Experience with One45 is an asset.
• Knowledge of web‑based scheduling programs and online course delivery is an asset.
• Ability to effectively use Outlook, MS Office suite and database software at an intermediate level. Ability to use SharePoint and Adobe Pro.
• Ability to communicate effectively verbally and in writing.
• Ability to make thoughtful, informed, and thorough decisions. Ability to exercise sound judgment on a daily basis, including determining nature and urgency of inquiries and issues and triaging appropriately.
• Ability to deal with a diversity of people in a calm, courteous, and effective manner.
• Ability to exercise high level of tact and discretion, project a positive image and be diplomatic in stressful situations while, maintaining confidentiality in dealing with faculty, staff and learners.
• Ability to be thorough, accurate, and have a high level of attention to detail.
• Ability to effectively manage multiple tasks and priorities.
• Ability to work effectively independently and in a team environment.
• Ability to work effectively with minimal supervision.
• Ability to work under pressure in a fast paced, high‑volume environment with critical deadlines.
• Ability to gather, record, and organize information.
• Ability to determine the nature and urgency of inquiries and issues, and triage appropriately.
• Strong ability to accurately maintain electronic calendars, reconcile scheduling conflicts, coordinate meetings with a large number of attendees and schedule the days’ activities appropriately.
• Highly effective interpersonal and organizational skills.
• Flexibility and “can‑do” attitude. Ability to adapt to changing environments and systems.